Energy Development/Litigation Practice Assistant (Legal Assistant/Secretary)

stoel; Minneapolis (MN); On-site; USD 42,000 - 65,000; Full time

Job summary

Stoel Rives LLP in Minneapolis seeks an Energy Development/Litigation Practice Assistant to provide legal and administrative support to attorneys in the Energy Development and Litigation groups. The role reports to the Office Administrator and encompasses document preparation, filing, timekeeping, billing, client service, and team collaboration.

Responsibilities include managing file handling, coordinating deadlines, and assisting with firm procedures and technology to ensure smooth operations

Qualifications

• Typing speed and accuracy at 60+ wpm.
• Strong attention to confidential information and client data.
• Excellent written and verbal communication required.

Responsibilities

• Legal document preparation and filing for federal, state, and appellate courts.
• Timekeeping, billing and expense processing for clients.
• Client communication via phone and email; coordinate travel and meetings.
• File and document management, docketing, and notebook preparation.
• Support practice teams; assist with technology and firm procedures.

Skills

Typing 60+ wpm

Attention to confidentiality

Excellent communication

Tools

Microsoft Office suite

Adobe Acrobat

Law firm software (iManage, Westlaw)

Job description

Stoel Rives LLP has an immediate opening for an Energy Development/Litigation Practice Assistant in our Minneapolis office. This position provides legal and administrative support to attorneys in the Energy Development and Litigation practice groups. This position reports to the Office Administrator.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Legal Document Preparation and Filing

Prepare template/shell pleadings and other legal documents; coordinate document production; revise and format pleadings and other legal documents; file and serve pleadings in federal, state and appellate courts, state public utility commissions, federal administrative proceedings; and coordinate preparation of attorney and court working notebooks.

Word Processing

Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes; apply track changes, formatting, and styles; proofread, format, edit, label and redact documents; transcribe voice mail messages and attorney dictation; and compare documents using document comparison software and produce redline comparison.

Timekeeping and Billing

Enter, proofread, and close timekeepers' time entries in billing software; review, proofread, distribute, and track proformas and client invoices; manage complex proformas, incorporate edits, and mail out client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.

Client Service

Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts.

Teamwork

Work with and provide coverage for practice assistant team during times of need, such as heavy workload and unplanned or planned absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with questions related to technology or firm procedure; and participate in team meetings.

File and Document Management

Scan, copy, fax, print, and organize documents; request and review conflicts reports; open new client/matters using firm's electronic records system; maintain electronic and physical files; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file sharing website.

Other Administrative Support

Maintain timekeepers' calendars and monitor docketing deadlines; review documents and correspondence for important deadlines and information; maintain Outlook and Interaction contacts and working lists; distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches; track Continuing Legal Education (CLE) credits and prepare compliance reports to state bar associations; prepare and submit appropriate request form for business development or professional development expense approval; answer phone calls and relay phone messages; arrange travel; update and maintain practice group page on the firm's intranet; and comply with firm policies, including confidentiality, insider trading issues, etc.

Other duties as assigned.

ESSENTIAL CAPABILITIES

Keep personally identifiable information, personal health information, and attorney/client privileged information confidential; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative, and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.

Technical Knowledge

Accurately type 60+ wpm

Proficiency in common office applications, including Microsoft Office suite and Adobe Acrobat

Experience with law firm software, such as iManage, Visio, Emburse, Carpe Diem, Aderant, Intapp, Maptician, Box, Workshare Compare, Metadata Assistant, WestlawNext, WestCheck, and InterAction is preferred

Physical/Mental Capabilities

Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5‑hour workday; learn and effe